Summary Report MAG Virtual Meeting September 27 2016

1. The 7th IGF Virtual MAG Meeting of the 2016 IGF preparatory process was held on 27 September 2016. Ms. Lynn St. Amour moderated the meeting as Chair of the MAG and Mr. Chengetai Masango represented the IGF Secretariat. The Host Country was represented by Ms. Yolanda Martinez, Chief of the Digital Government Unit, Mexico. The meeting agenda focused on an update on the ongoing preparations for the annual meeting from the Host Country and other preparatory work being carried out by the IGF Secretariat and the MAG. A recording of the meeting can be accessed here: https://drive.google.com/open?id=0B3jl08RgzwvMd2FUamxQNXdIVGM

2. The meeting opened with a briefing from the Host Country organizing team on their preparations for the annual meeting. As was previously reported by the Secretariat, the venue for the meeting has been changed to the PALCCO Cultural Centre (http://www.palcco.com/#/). The meeting will still take place in the city of Guadalajara on the same dates (6-9 December), and it was reiterated to the MAG that the Secretariat and Host Country organizing team will make available all relevant information to the community as soon as it is ready in regards to the new venue. The Host Country conveyed their sincere thanks to the broader IGF community for their support in the venue change, and to those in the community who have provided financial support for the meeting as well.

3. The Host Country then reported about progress of the [email protected] programme for 2016[1]. The Secretariat then gave a short briefing on IGF community activities working modalities and timeline(s) for 2016. Building on the successful 2015 [email protected] initiative, it was reported that the Internet Society and the Brazilian Internet Steering Committee, along with local partners, NIC México and the Government of México, are partnering to send up to 100 young people aged 18-25 to Guadalajara to participate in the 11th IGF. Next, the Host Country gave a short briefing on their plans for Day 0 events. Its envisaged that around 5 thematic workshops will be organized and held in the morning of Day 0 on issues pertinent to Internet governance and the broader Information Society in the Latin American and Caribbean regions; and that a multistakeholder high-level meeting will be planned for the afternoon of Day 0 which will focus on Internet Governance and the 2030 Agenda for Sustainable Development and the future of the IGF. More information on these sessions will be circulated to the MAG shortly. It was suggested that the high-level Day 0 event could be organized in conjunction with the main session scheduled for the morning of Day 1 of the IGF on Internet Governance and the SDGs as well as the high-level opening session being held in the afternoon of Day 1 following the Opening Ceremony.

4. The IGF Secretariat then complemented the briefing from the Host Country with a short update on logistical and programming preparations. All workshops and other sessions that had been previously scheduled to be held at the original venue will be able to be held at the new venue and it was also reported that the new session formats sessions being proposed by the MAG working group on new sessions formats will also have adequate space to hold additional sessions. While there is one less workshop room in the new venue, it was reported that the workshops will begin at 9:00am local Guadalajara time rather than at 10:00am to ensure that all sessions can take place. The Secretariat also reported that 22 sessions are being planned for Day 0 and that full information on these sessions will be made available shortly on the IGF website when the preliminary meeting schedule is made public.

5. The Secretariat also clarified that this year's IGF logistical arrangements for workshops are no different than in years past as each workshop room will be equipped with remote participation, webcasting and transcription. In addition, the Main Session/Plenary hall will have translation in all 6 UN languages. As was the similar case in past IGFs, one workshop room will be equipped with translation available in up to 3 UN languages and should session organizers wish to use this room and the translation services, they can make a request to the IGF Secretariat for their session to be held in this room; however, the cost of the interpreters will need to be covered by the session organizers. If a session organizer or participant is bringing their own personal interpreter, arrangements can also be made upon request to use this translation equipped workshop room, if available. The Secretariat then reminded the MAG to encourage all IGF community members and stakeholders to set-up Remote Hubs by registering hubs on the IGF website. MAG organizers of Main Sessions were also reminded to leave space in their agendas to enable interaction with interested remote hubs and that planning for such interaction should be planned well in advance of the annual meeting.

6. Brief updates were then provided by some of the organizers of the 2016 IGF Main Sessions[2]. Many of the main session organizers had sent written updates to the MAG mailing list and MAG members were encouraged to review these updates and send any comments in this regard to the full mailing list or to the respective organizers. It was reported that many of the Main Session organizers had worked since the previous topical MAG meeting that focused on main session planning to update their sessions in-line with comments and suggestions received from the MAG. A common Main Session information template will be circulated to organizers by the Secretariat which should be filled out completely by organizers and submitted back to the Secretariat to allow the Secretariat to post up-to-date information on the Main Sessions on the IGF website in the coming weeks. This information can then be disseminated widely by MAG members to promote their sessions.

7. Next, updates were provided by MAG members involved in preparing the Newcomers track at IGF 2016 and the MAG WG on New Session Formats. Both groups were asked to send written updates to the mailing list for further comments and it was noted that topical MAG meetings could be held if deemed necessary to further advance this important work. MAG members were encouraged to volunteer to support these initiatives in various ways including volunteering to actively support and take-part in the work to support newcomers and facilitate new session formats in Guadalajara.

8. It was reported by a representative from UNDESA that the IGF Retreat Proceedings Ideas and Suggestions document[3] that had been open for comments on the IGF website would remain open for further public comment for a few additional weeks to allow stakeholders additional time to submit their comments. There was also agreement that further consultations on the IGF retreat would take place at the annual meeting.

8. As per the MAG Virtual Meeting schedule, the next MAG Virtual Meeting VIII will be held on 18 October at 06:00 UTC. Webex details for joining the meeting as well as an agenda and supporting documentation will be circulated via the MAG mailing list before the meeting. MAG members who may wish to request convening a topical or issue specific MAG meeting in the meantime should contact the IGF Secretariat.